Download Oki FAX 5780 User's Manual
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T.37 Option Guide P/N 59338802 Document Title and Part Number Contact Information OKIFAX T.37 Option Guide Please address any comments on this publication to: P/N 59338802 Web Site Disclaimer Please visit Oki Data’s multilingual web site at: Every effort has been made to ensure that the information in this document is complete, accurate, and up-to-date. Oki Data assumes no responsibility for the results of errors or omissions beyond its control. Oki Data also cannot guarantee that changes in software and equipment made by other manufacturers and referred to in this document will not affect the applicability of the information in it. Mention of software products manufactured by other companies does not necessarily constitute endorsement by Oki Data. Copyright Information Copyright 2002 by Oki Data. All Rights Reserved Second Edition: January, 2002 Written and produced by the Oki Data Training and Publications Department. Trademark Information OKI and Oki Data are registered trademarks and OKIFAX is a trademark of Oki Electric Industry Company, Ltd. Other product names and brand names are registered trademarks or trademarks of their proprietors. 2 | OKIFAX 5780/5980 http://www.okidata.com e-Mail Address [email protected] Mailing Address Oki Data Americas, Inc. Training and Publications Department 2000 Bishops Gate Boulevard Mount Laurel, NJ 08054-4620 United States of America Emergency First Aid Information Refer to the Material Safety Data information in the Warranty, Regulatory, and Safety Information document. Contents T.37 Internet Fax ................................................. 6 Overview ............................................................................... 6 Operation Overview (End User) .......................................... 7 Information Provided ....................................................... 7 General Conditions .......................................................... 7 Internet Fax Transmission ................................................ 8 Internet Fax Reception ................................................... 10 Accessing Network Settings ........................................... 11 Information Provided ........................................................ 13 User’s Guide .................................................................... 13 Warranty Document ........................................................ 13 Option Guides ................................................................. 14 OKILAN 7100e+ User’s Guide ....................................... 15 Software Utilities CD-ROM ............................................ 15 Components of an Internet Fax ......................................... 16 Header ............................................................................. 16 E-mail (body text) ........................................................... 16 Attachment(s): TIFF or PDF ........................................... 16 What Your T.37 Internet Fax Machine Can Do ................. 17 Helpful Hints (T.37) ............................................................. 18 PSTN Faxing vs. Internet Faxing ................................... 18 Internet Fax ..................................................................... 18 Status of Server ............................................................... 19 Backup / Archive (Network Scan) .................................. 19 Operation Overview ............................................................ 20 Installation ...................................................................... 20 Setup ............................................................................... 20 Customization ................................................................ 20 LAN Topologies and Operating Systems .......................... 21 LAN ................................................................................ 21 Network Print Protocols .................................................. 21 Internet Fax Protocols ..................................................... 21 Management Protocols ................................................... 21 Set Up (on a Network) ......................................................... 22 Identifying Current Settings ............................................. 22 Settings Stored on the Fax Machine .............................. 22 Settings Recorded on the Network Card ........................ 23 Network Card Manual ....................................................... 24 7100e+ User’s Guide ....................................................... 24 T.37 Option Guide: English | 3 Settings Stored on the Fax Machine ................................. 25 General Information ........................................................ 25 Accessing Settings .......................................................... 25 List of User Functions (Network Settings) ........................ 26 Sender ID (e-mail) User Function 90 ............................................................ 32 Changing Settings ............................................................ 46 Settings Changed Only by Using the Web Page ............ 47 Settings Changed by Using the Web Page or the Menu 47 Settings Changed Only by Using OKIVIEW 32 ............ 48 Using the OKILAN 7100e+ Web Page ........................... 49 Using OKIVIEW 32 ........................................................ 52 Customization ..................................................................... 56 Programming e-mail Addresses ......................................... 56 Confirming e-mail Address Programming ...................... 58 E-mail Address Restrictions ............................................ 58 Using Internet Fax ............................................................... 59 Sending a Document ......................................................... 59 General Information ........................................................ 59 Stopping a Transmission ................................................ 59 How to Send a Document ............................................... 60 Sending to a Pre-programmed E-mail ............................. 61 Sending to a Non-Programmed E-mail ........................... 64 Limitations and Suggestions .......................................... 64 TIFF or PDF Format ........................................................... 65 General Information ........................................................ 65 Text Attachment ............................................................. 66 4 | OKIFAX 5780/5980 Viewing TIFF Files ......................................................... 67 Viewing PDF Files .......................................................... 67 Receiving Internet Faxes .................................................. 68 Automatic Reception ..................................................... 69 Manual Reception .......................................................... 69 Receiving TIFF files ......................................................... 70 Restrictions ..................................................................... 70 Receiving e-mails (Body Text) ......................................... 72 Printing e-mails .............................................................. 72 Gateway Services (Forwarding) ........................................... 73 POP Gateway Forwarding ................................................. 73 Example of POP Gateway Forwarding ........................... 74 Answer Mode Forwarding ................................................. 75 SMTP ................................................................................ 75 E-mails to a Fax Number ................................................ 75 SMTP General Information ............................................ 76 SMTP Example ............................................................... 76 SMTP Image Restrictions ............................................... 76 SMTP Telephone Number Restrictions .......................... 76 SMTP Mail Address Format ............................................ 77 SMTP Domain Name Restrictions .................................. 77 SMTP: How it Works ..................................................... 78 SMTP Mail Server Settings for E-mail-to-FAX Gateway Service ............................................................................ 79 Relay ................................................................................. 84 Faxes to an e-mail Address ............................................. 84 Network Scanner ................................................................. 86 Example .......................................................................... 86 How it Works .................................................................. 86 Image Resolution ........................................................... 87 Sender ID (EMAIL) ......................................................... 87 Network Printing ................................................................. 88 Printing Documents .......................................................... 88 Printing on Transparencies ............................................. 88 Operating Systems ............................................................ 89 NetWare .......................................................................... 89 Windows NT 4.0 and Windows 2000 ............................. 89 Windows 95/98 ............................................................... 90 Other Operating Systems ................................................ 91 Configuring from Network Utilities ............................... 91 Configuration .................................................................... 92 Settings ........................................................................... 93 User Functions ................................................................ 93 Banner Output ................................................................... 95 Problem Solving .................................................................. 96 End User ............................................................................ 96 Option Board Error ......................................................... 96 LAN Data Error ............................................................... 96 Network Problem ............................................................ 96 Network Administrator ...................................................... 97 Service Codes ................................................................. 97 SMTP Error Codes .......................................................... 97 SMTP Protocol Error Codes ........................................... 99 POP3 Communication Errors ....................................... 100 Transmission Troubleshooting ....................................... 102 Reception Troubleshooting ............................................ 103 E-mail-to-Fax Troubleshooting ...................................... 106 SMTP ............................................................................ 106 POP ............................................................................... 108 General .......................................................................... 109 Printing Troubleshooting ............................................... 114 T.37 Option Guide: English | 5 T.37 Internet Fax Overview T.37 Internet Fax is an easy-to-use feature that is difficult to explain. This overview has several sections to help you understand T.37 Internet Fax. 6 | · Operation Overview (End User) · Information Provided · Components of an Internet Fax · What Your T.37 Internet Fax Machine Can Do OKIFAX 5780/5980 Operation Overview (End User) This section should be used as a quick-reference for using the your T.37 Internet Fax. This section does not provide detailed explanations of features or settings. Other sections provide these details. Operation Overview (End User) Information Provided The following items provide the information you will need to use your fax machine. To make a LAN connection, the following information must be configured on this machine. Ask your network administrator about these settings. · User’s Guide · an IP Address · Warranty Document · SubnetMask · Option Guide(s) · OKILAN 7100e+ User’s Guide · Software Utilities CD-ROM General Conditions To use Internet Fax, · a Network Card must be installed in the machine · the machine must be connected to a LAN The Network Card for this machine can be connected to a · 10 BaseT or · 100baseTX LAN. · Default Gateway If the LAN uses a DHCP server, it is not necessary to configure these settings as the server will do it automatically. Internet Fax settings can be configured either using the network tool or on the machine itself, but DHCP settings are supported by the network tool only. After setting the correct IP Address, SubnetMask and Default Gateway, configure the machine for Internet Fax transmission/reception. T.37 Option Guide: English | 7 Internet Fax Transmission General Information To send an Internet Fax message, you need a mail server from which to send e-mail. Please consult your network administrator about the settings listed below, which are required in order to make a connection to the mail server. 8 | · SMTP Server Address / Name · DNS Server’s IP Address · Host Name · e-mail Address OKIFAX 5780/5980 These settings are similar to those of popular mail clients such as Netscape Messenger, Outlook and Eudora. You can start transmission when these settings have been configured. To send a fax, place a document on the machine and press the one-touch button on which the e-mail address of the recipient has been registered; the document will be scanned into memory and before transmission. The data will be converted into a TIFF file and sent to the recipient. SMTP Server Address / Name Host Name Enter the SMTP server name or IP Address. If entering the server’s IP Address, be sure to type the dots (full-stops) dividing the numbers. Example: 192.168.1.1 You may enter a server name only if a DNS server has been configured. Enter the host name of this machine. If you do not know the host name, enter the e-mail address of this machine instead. E-mail Address Enter the e-mail address assigned to this machine. DNS Server’s IP ADDRESS This setting is not required if the SMTP server has been specified by its IP ADDRESS. A DNS server can convert a server name into an IP ADDRESS. T.37 Option Guide: English | 9 Internet Fax Reception General Information To receive an Internet Fax message, you need a mail server for sending e-mail. Please consult your network administrator about the settings listed below, which are required in order to make a connection to the mail server. 10 | · POP Server Address / Name · DNS Server’s IP Address · POP Server User Name · POP Server Password OKIFAX 5780/5980 The machine is ready to receive Internet Fax messages when these settings have been configured. To receive a fax message, the machine will access the server automatically at regular intervals according to the POP Interval Time setting. If there is mail, the machine will print it out automatically. This machine only receives TIFF files and text-format mail. It cannot receive files in other formats (such as Word, Excel, and certain formats of TIFF files). POP Server Address / Name Enter the POP server name or IP Address. When entering the server’s IP Address, be sure to enter the dots (full-stops) dividing the numbers. Example: 192.168.1.1 You may enter a server name only if a DNS server has been configured. DNS Server’s IP Address This setting is not required if the POP server has been specified by its IP ADDRESS. A DNS server can convert a server name into an IP ADDRESS. Accessing Network Settings From the Fax Machine Front Panel 1 Press Menu/Exit to enter the menu. 2 Using the numeric keypad, enter the User Function Number (see the following list). Press or until the desired setting is selected. Press Enter to access the selections for the setting. Key in or select the desired information. Press Menu/Exit to enter the menu. 3 4 5 6 POP Server User Name Enter the user name assigned to this machine for accessing the POP server. POP Server Password Enter the password assigned to this machine for accessing the POP server. T.37 Option Guide: English | 11 List of Settings User Function 80 User Function 81 User Function 82 User Function 83 User Function 84 Auto Tray Switch Paper Size Check LAN Print T.O. POP Interval Delete POP Message User Function 85 User Function 86 User Function 87 User Function 88 User Function 89 Time Between GMT Text Print Header Print Coding Mode Extra Fine Mode * * Available ONLY when 600 dpi option is installed User Function 90 User Function 91 User Function 92 User Function 93 User Function 94 User Function 95 User Function 96 User Function 97 12 | OKIFAX 5780/5980 IFAX Sender ID Domain Name Return Receipt Receipt Format Send File Format POP GW Setting GW Forward Text Send Notification User Function 98 Network Settings 1: IP ADDRESS 2: SUBNETMASK 3: DEFAULT GATEWAY 4: SMTP SERVER NAME 5: POP SERVER NAME 6: POP USER ID 7: POP PASSWORD 8: DNS P .SRV ADDRESS 9: DNS S .SRV ADDRESS 10: HOST NAME 11: FAX E-mail Address 12: DSN 13: NIC INITIALIZE Information Provided The following items provide the information you will need to use your fax machine. · User’s Guide · Warranty Document · Option Guide(s) · OKILAN 7100e+ User’s Guide · Software Utilities CD-ROM Each item is explained below. User’s Guide The User’s Guide provides the information common to all configurations. Warranty Document The Warranty Document provides the warranty, service and support, and Material Safety Data Sheet information for this product series. T.37 Option Guide: English | 13 Option Guides Dual Line This guide provides the information unique to the Dual Line configuration of the product series. The Option Guides provide the information unique to each option of the product series. ! One Option Guide covers four of the available options: Second Paper Tray This section provides the information about the second paper tray option for the product series. Memory Options This section provides the information about the memory options for the product series. OKI HRS600 (600 dpi Transmission) This section provides the information about the 600 dpi Transmission option for the product series. Handset This section provides the information about the handset option for the product series. 14 | T.37 Internet Fax Second Paper Tray MemoryOptions OKI HRS600 [600 dpi Transmission] Handset OKIFAX 5780/5980 This guide provides the information unique to the T.37 Internet Fax configuration of the product series. ! There are two versions of the T.37 Option Guide. One is for the OKIFAX 5750/5950 series machines. One is for the OKIFAX 5780/5980 series machines. OKILAN 7100e+ User’s Guide The OKILAN 7100e+ User’s Guide provides the information about the network card used with this product series. Software Utilities CD-ROM The Software Utilities CD-ROM includes the following software: · OKIVIEW 32 · Network Print Driver · LPR Add Port/Pop up Monitor Utility · Internet - Fax Utility Each item is explained below. OKIVIEW 32 The OKIVIEW 32 Utility provides a simple, quick way of configuring and maintaining Oki network printers on a Novell network. The main screen contains the OKIVIEW Printer List of network printers. The main screen also provides the starting point to select and manage print devices from your PC on the network. Network Print Driver The Network Print Driver enables network printing from your fax machine. ! The Network Print Driver supports only network printing. Network faxing is not supported. You can print and fax locally through the parallel port using a print driver supplied with Unimessage Pro. LPR Add Port/Pop up Monitor Utility The LPR Add Port/Pop up Monitor Utility enables printing from a Windows 95, 98 or NT server. LPR Add Port/Pop up Monitor provides you with bi-directional communication over a network. Internet - Fax Utility The Internet - Fax Utility acts as a print driver. However, instead of printing your document, this utility converts your document to a TIFF file and automatically attaches it to an e-mail. You can then send this e-mail with a TIFF attachment to a T.37 machine. T.37 Option Guide: English | 15 Components of an Internet Fax E-mail (body text) A fax sent over the Internet has three components. · Header · e-mail (body text) Attachment(s): TIFF or PDF · Attachment(s): TIFF or PDF Your ability to receive, view, or print these components will vary according to the settings of different functions. The attachment(s) are the “fax” part of the Internet Fax. The content of the attachments (TIFF or PDF) is determined by the end user. Header ! The header includes · all routing information for the path your Internet Fax followed from the time it was sent to the time it was received. · the To, From, and Date information. The header may include RE: (Subject) information. The header is automatically generated as part of the Internet Faxing process. The header defines the format for attachments. 16 The e-mail is the body text (e-mail message). | OKIFAX 5780/5980 PDF isn’t supported by the T.37 standards. Therefore, you cannot send an attached PDF file to T.37 Internet fax units. TIFF files (Simple Mode) must be used for attachments or you cannot successfully send to a T.37 Internet fax unit. What Your T.37 Internet Fax Machine Can Do T.37 Internet Fax is a feature with many capabilities. This unit can · send and receive faxes via a Public Switched Telephone Network (PSTN) · send and receive faxes via the Internet · print via a Local Area Network (LAN) · act as a network scanner · act as a Gateway service · act as a convenience copier ! Important! Internet faxes differ from traditional faxes in these ways: Although your OKIFAX has security features, faxes sent over the Internet are more vulnerable to interception than faxes sent over the PSTN. T.37 Option Guide: English | 17 Helpful Hints (T.37) Your fax machine has many features and capabilities that will help you · operate the machine · save money · save time “Help and Helpful Hints” in the User’s Guide summarizes the features and capabilities directly connected to saving money and time. “Helpful Hints (T.37)” provides tips that help you use your T.37 Internet Fax to its fullest. PSTN Faxing vs. Internet Faxing PSTN Faxing is fax communication conducted via telephone lines. You are probably familiar with PSTN faxing. PSTN Faxing requires telephone numbers and telephone lines. Internet Faxing is fax communication conducted via the Internet. It resembles e-mail communications more than it does PSTN faxing. Internet Faxing requires e-mail addresses, mail servers, Internet connections, and fax machines capable of Internet Faxing. Internet Fax Internet Fax is a term with several meanings, depending on context. Internet Fax can mean 18 | OKIFAX 5780/5980 · fax communication conducted via the Internet. · a fax machine capable of Internet Faxing. · the document (fax) sent via the Internet. Status of Server Backup / Archive (Network Scan) Internet Faxing is conducted over the Internet via network servers. If the servers are down, running slowly, or experiencing other problems, Internet Faxing will be adversely affected. You can use your fax machine to create digital versions of documents you only have in hardcopy form. To do this, send the document as an Internet Fax to your email address. When the document is scanned, a TIFF or PDF version of the document is created. By sending it to yourself, you will have a digital version of the hardcopy document. You can then use various software packages to work with the digital (TIFF or PDF) version. An example of such a software package is an Optical Character Recognition (OCR) package T.37 Option Guide: English | 19 Operation Overview Before the machine is used, three processes must be completed. ! · Installation · Setup · Customization Installation and setup requirements may vary from system to system. Installation Installation covers the physical procedures, such as removing the unit from the shipping packaging, connecting the power, telephone, and network lines, installing consumables. Installation may be performed by anyone. Refer to “Installation” in the User’s Guide for more information. Setup Setup covers the network installation procedures, such as establishing the IP Addresses and configuring the network card. A network administrator will perform setup. Customization Customization covers the programming procedures, such as One-Touch keys, machine settings, and network settings. You can perform some of the customization procedures. Others must be performed by a network administrator. 20 | OKIFAX 5780/5980 LAN Topologies and Operating Systems Listed below are the LAN topologies and operating systems supported by your fax machine. LAN 10base-T Ethernet 100base-TX Ethernet (Fast Ethernet) Operating systems supported by the printer driver: Windows 95 Windows NT 4.0 Windows 2000 NetWare 3.x NetWare 4.x NetWare 5.x ! When printing, Macintosh and UNIX are not supported. Network Print Protocols TCP/IP IPX/SPX NetBEUI Internet Fax Protocols TCP/IP SMTP POP3 DNS Management Protocols SNMP MIB T.37 Option Guide: English | 21 Set Up (on a Network) 22 Identifying Current Settings Settings Stored on the Fax Machine When your fax machine is setup on a network, settings for the machine are located in two places. The Configuration Report lists the current settings of the facsimile machine. Printing the Configuration Report 1 Press Menu/Exit to enter the menu. 2 Press or to select Report Print. Press Enter. 3 Press or until the report you want appears on the display. Press Enter. 4 Print all the reports you want, then press Menu/Exit to return to standby mode. | · settings stored on the fax machine · settings recorded on the network card OKIFAX 5780/5980 Settings Recorded on the Network Card There are two ways to print a report of the settings recorded on the network card. · using the fax machine’s menu: print the NIC Configuration Report or the NIC Information Report · pressing a button on the network card Using the Fax Machine’s Menu The Configuration Report lists the current settings of the facsimile machine. Printing the NIC Configuration Report or the NIC Information Report 1 2 3 4 Press Menu/Exit to enter the menu. Press or to select Report Print. Press Enter. Press or until the report you want appears on the display. Press Enter. Print all the reports you want, then press Menu/Exit to return to standby mode. T.37 Option Guide: English | 23 Using the Button on the Network Card Network Card Manual ! Some Network Cards may not have a black button. 7100e+ User’s Guide If yours does not, refer to the previous section, “Using the Fax Machine’s Menu.” 1 Press the black button on the network card for three seconds. Release the button. Two reports print. one report is similar to the NIC Information Report (generated through the menu) one report is the network card self-diagnostic report The 7100e+ User’s Guide, which is supplied with the optional network card, explains how to use the Network Card. The 7100e+ User’s Guide describes the installation of a network card in an LED printer. Some of the operations in the 7100e+ User’s Guide do not apply to your facsimile machine. The 7100e+ User’s Guide does not explain the functions of Internet Fax. The 7100e+ User’s Guide does explain the Network Card settings for Network Print. These settings apply to your machine. 2 3 ! 24 | If you turn the power on while pressing this button down, the Network Card will initialize its settings. OKIFAX 5780/5980 Settings Stored on the Fax Machine General Information User Functions 80 to 98 are reserved for network settings. User Functions 80 to 82 are for network printing. User Functions 83 to 98 are for faxing using the Internet. User Function 98, Network Settings, is used to configure the network card. Network settings can also be changed over a network, using various tools. ! ! Accessing Settings 1 2 3 4 Press Menu/Exit to enter the menu. Press or until Setup appears on the display. Press Enter. Press or until LANOPTIONS appears on the display. Press Enter. Press or until the desired setting (user function) appears on the display. If your network card cannot fax using the Internet, User Functions 83 to 98 will not display. You must work with your network administrator to determine the correct information for many of the settings. T.37 Option Guide: English | 25 List of User Functions (Network Settings) Explanations of each user function follow this list. User Function 80 Auto Tray Switch User Function 81 Paper Size Check User Function 82 LAN Print T.O. User Function 83 POP Interval User Function 84 Delete POP Message User Function 85 Time Between GMT User Function 86 Text Print User Function 87 Header Print User Function 88 Coding Mode User Function 89 Extra Fine Mode * * Available ONLY when 600 dpi option is installed User Function 90 User Function 91 User Function 92 User Function 93 User Function 94 User Function 95 User Function 96 User Function 97 26 | OKIFAX 5780/5980 Sender ID (email) Domain Name Return Receipt Receipt Format Send File Format POP GW Setting GW Forward Text Send Notification User Function 98 Network Settings 1: IP ADDRESS 2: SUBNETMASK 3: DEFAULT GATEWAY 4: SMTP SERVER NAME 5: POP SERVER NAME 6: POP USER ID 7: POP PASSWORD 8: DNS P .SRV ADDRESS 9: DNS S .SRV ADDRESS 10: HOST NAME 11: FAX E-mail Address 12: DSN 13: NIC INITIALIZE Auto Tray Switch User Function 80 Paper Size Check User Function 81 Settings are: ON or OFF Default is: OFF. When Auto Tray Switch is set to ON, your fax machine will use paper from another tray when paper runs out in one tray. Settings are: ON or OFF Default is: ON. Set to ON If Paper Size Check is set to ON, an alarm displays when the paper size specified from the PC does not match the paper size specified for the tray of the fax machine. When this alarm is displayed, put the correct size of paper in the specified tray. Printing begins when the tray is closed. After printing, ! The optional second tray must be installed for this to function. The same size paper must be installed in both trays. · set the same paper as configured for the tray or · change the tray configuration to the correct paper size. Set to OFF If Paper Size Check is set to OFF, printing occurs even if the PC-specified and Paper Tray paper sizes don’t match. T.37 Option Guide: English | 27 28 LAN Print T.O. User Function 82 POP Interval User Function 83 It is impossible to judge whether printing data is not being transmitted due to network delay or the end of the data stream. This time-out configuration allows the device to cancel a print job when no printing data can be found after a specified time has elapsed since the last data was submitted. Do not change the default configuration unless it is absolutely necessary. Settings are: 5 sec., 30 sec., 5 min. Default Setting is: 30 sec. Use this to set the interval between POP receptions. If daily is selected, four slots (fields) are available for programming. | OKIFAX 5780/5980 · · Each slot (field) can can be programmed with a different time or Times can be programmed into the slots (beginning with Field 1) and the remaining slots can be left blank. Available settings are Off, 1 min., 5 min., 10 min., 30 min., 60 min., Daily The default setting is 5 minutes. Delete POP Message User Function 84 Use this to determine how the received e-mails are deleted from the mail server. If this user function is set to OFF, received e-mails remain on the POP server until the Network Administrator deletes them. Available settings are: OFF: Do not delete mail TYPE1: Delete only the mail your fax machine can print TYPE2: Delete all mail The default setting is Type 2. 50 Communications Limit Your fax machine maintains a log of up to 50 communications. This log prevents repeat receptions of any messages that have already been read. However, if there are more than 50 messages on the server, you may experience errors. Your fax machine will receive and print e-mails, but the log will not be correct. To correct this error Have the network administrator delete the received e-mails (mail data) on the mail server. Make sure there is no mail. Activate the POP reception on your fax machine. This procedure will erase the log of the 50 previous communications. To prevent this error If automatic POP reception is carried out while there is no mail, the log will also be erased. Regularly delete the received e-mails from the mail server, keeping the number of records on the log below 50. T.37 Option Guide: English | 29 Time Between GMT User Function 85 Text Print User Function 86 GMT is Greenwich Mean Time. Use this function to set the difference between your machine’s local time and GMT. This value must be entered correctly, or e-mail headers will be wrong. If you need help in determining the difference between your time and GMT, a good reference website may be found at http://greenwichmeantime.com Available settings are: 12 to -12, in one-hour increments. This function determines if the body text of an e-mail is printed. If this function is set to ON, the text in e-mail is printed. Available settings are: ON and OFF The default setting is ON. The default setting is 0. ! In the United States, the difference is always a negative value. Example: East Coast Standard Time is -5. 30 | OKIFAX 5780/5980 ! Only US-ASCII characters will print. Any characters that cannot be printed are shown as spaces. Text may not be printed or come out garbled, depending on the mail client used. Header Print User Function 87 Coding Mode User Function 88 This function determines how the e-mail header is printed. Text Print (User Function 86) must be ON for this setting (Header Print) to be valid. Available settings are: OFF, TYPE1, and TYPE2 OFF: Header does not print. The message and any TIFF attachments print. TYPE1: SUBJECT/FROM/TO information prints. TYPE2: All header information prints. This information includes all routing and server information. The default setting is TYPE1. This function determines the coding mode for the TIFF file images sent by Internet Facsimile. Available settings are: MH, MR, MMR. Compression Rates: MH low MR MMR medium high The default setting is MH. ! Often, other manufacturers’ Internet Fax products support only MH. T.37 Option Guide: English | 31 Extra Fine Mode User Function 89 Sender ID (e-mail) User Function 90 This function determines the scan resolution of the EX.FINE mode for Internet Faxing. Available settings are: 300 dpi or 600 dpi. The default setting is 300 dpi. This function determines if the sender ID is included with images scanned by the Internet Fax. Available settings are: ON or OFF. The default setting is ON. ! ! If you want to use 600 dpi scan resolution, the OKI HRS600 (600 dpi TX) option (8 MB RAM) must be installed. The setting for this function always applies when using Internet Fax. The Sender ID (User Function 90) is independent from Sender ID On/Off (User Function 23). User Function 23, Sender ID On/Off is for G3 transmissions. If you are using your fax as a scanner, turn this setting off. This prevents the sender ID data from appearing in scanned images. 32 | OKIFAX 5780/5980 Domain Name User Function 91 This function is only used when setting up your fax machine as a gateway for relay fax. This is also known as an off-ramp. This setting is required when forwarding e-mail received by SMTP to PSTN/ISDN. Data is received only from the registered (programmed) domain names. Example If you register network.com, only the e-mail from domain network.com or its sub-domain will be received and forwarded. ! Domain Name (User Function 91), is only used when setting up your fax machine as a gateway for relay fax. Domain Name Restrictions · Up to five (5) domain names may be registered. · Each domain name may be up to 64-characters long. · When a SMTP reception request is received, the e-mail will be received only if the sender’s domain name matches one of the registered domain names. If there is no match, your fax machine assumes that the e-mail cannot be received. Reception does not occur. · You may use Latin letters, numbers and symbols while registering the domain name. To enter symbols, use either one-touch key 20 or key “0” of the numeric ten-key pad. The symbols that can be used are: !#&’()*+,-./:;=?·@?”_%~ The “~” (tilde) symbol will appear on the display as “-1”. Both uppercase and lowercase letters can be used. To change the case, press the CAPS key (one-touch key 31). T.37 Option Guide: English | 33 Return Receipt User Function 92 ! Some mail clients and Internet Fax products currently on the market cannot receive this MDN format correctly. ! MDN vs. DSN ! The recipient MUST HAVE a mail program that uses the Message Disposition Notification (MDN) standard. MDN = Message Disposition Notification Netscape Messenger, Eudora Pro, and the OKIFAX 5750/5950 and 5780/5980 Series Facsimile Machines support MDN. DSN = Delivery Status Notification MDN: you receive a confirmation that your message was received by the destination mail server. ! DSN: you receive a confirmation that your message was opened by the person you sent it to (the recipient). When User Function 98, Network Settings, Item 12, Delivery Service Notification (DSN) is set to ON, you will receive a notification when your message arrives at the recipient’s inbox on the mail server. All systems involved in the communication must support MDN and DSN. The recipient’s server must support the Delivery Service Notification (DSN) standard. ! 34 | When User Function 92, Return Receipt is set to ON, you will receive a notification when the recipient of your message opens it. OKIFAX 5780/5980 Your machine always returns an MDN to anyone sending mail with an MDN request, regardless of the setting for User Function 92: Return Receipt. ! The setting for User Function 92: Return Receipt does not affect the Error MDN message. An Error MDN will be returned to the sender if · · ! a file other than the TIFF formats compatible with this Internet Fax is received and User Function 73: ERR. REPORT (MCF) is set to ON When User Function 92: Return Receipt is set to ON, anyone who receives a transmission from your machine will return an MDN confirmation. To print the confirmation, you must set User Function 86: Text Print to ON. User Function 92: Return Receipt determines if the Message Disposition Notification (MDN) is added to transmissions. MDN (Message Disposition Notification) is a request for confirmation on whether or not the message has been read. If MDN is set to ON, a confirmation is returned if the recipient is · an Internet Fax machine or · a mail client that supports MDN The format of the confirmation depends on the type of the receiving Internet Fax or mail client. If the recipient has the same Internet Fax machine as yours, a notification in the RFC-compliant format (shown in the example below) will be transmitted. Example MDN Message Subject: Automatic Disposition Notification (processed) hello! The message you sent on Wed, 19 Jan 2000 15:28:28 +0900 regarding “hello!” has been processed by [email protected]. Final-Recipient: rfc822; [email protected] Original-Message-ID: <[email protected]> Disposition: automatic-action/MDN-sent-Automatically; processed T.37 Option Guide: English | 35 Receipt Format User Function 93 POP GW Setting User Function 95 This function determines the format of the Return Receipt Confirmation (MDN). Available settings are: Text or MDN. TEXT: The format that might typically be displayed by a program such as Microsoft Outlook MDN: The format based on the RFC for MDN (Message Disposition Notification). Default is TEXT. To use the POP Gateway Service, both a Subject and Password must registered. User Function 95, POP GW Setting allows you to register the Subject and Password. Both the Subject and Password can be no more that 20 characters. Send File Format User Function 94 This function determines the format of an e-mail sent from the T.37 machine. The format can be TIFF or PDF. Available settings are: TIFF or PDF. Default is TIFF ! 36 | If the receiver is another OKI T.37 device, the format must be TIFF. OKIFAX 5780/5980 GW Forward Text User Function 96 Send Notification User Function 97 This function determines if the text portion of an email is attached when Gateway Forwarding is used. Available settings are: ON or OFF. Default is ON. When User Function 97, Send Notification is set to ON, the fixed text message and scanned TIFF or PDF files are sent to the specified e-mail address. When User Function 97, Send Notification is set to OFF, only the scanned TIFF or PDF files are sent. Available settings are: ON or OFF. Default is ON. T.37 Option Guide: English | 37 Network Settings User Function 98 This function modifies these network settings. 1: IP ADDRESS 2: SUBNETMASK 3: DEFAULT GATEWAY 4: SMTP SERVER NAME 5: POP SERVER NAME 6: POP USER ID 7: POP PASSWORD 8: DNS P .SRV ADDRESS Domain Name Service Primary Server 9: DNS S .SRV ADDRESS Domain Name Service Secondary Server 10: HOST NAME 11: FAX E-mail Address 12: DSN Delivery Status Notification 13: NIC INITIALIZE 38 | OKIFAX 5780/5980 ! After changing the network settings under User Function 98, press MENU. The machine goes into standby mode. After a few seconds’ pause, the display shows that the Network Card is being initialized. The data on the Network Card is updated when this message disappears. Do not press MENU again while the initialization message is on display (after changing the settings); if you do, the settings will not update correctly. DHCP Server If you are working with a DHCP (Dynamic Host Configuration Protocol) server, the following items are set automatically. 1: IP ADDRESS 2: SUBNETMASK 3: DEFAULT GATEWAY 8: DNS P .SRV ADDRESS Domain Name Service Primary Server 9: DNS S .SRV ADDRESS Domain Name Service Secondary Server ! The default DHCP setting is Enable. ! When you enter an IP Address from the front panel of your fax unit, the IP Address is used as a static IP address. The DHCP setting is automatically disabled. To enable the DHCP setting, use the Web Page, OkiView 32, or Telnet functions. After changing the network settings under User Function 98, press MENU. The machine goes into standby mode. After a few seconds’ pause, the display shows that the Network Card is being initialized. The data on the Network Card is updated when this message disappears. Do not press MENU again while the initialization message is on display (after changing the settings); if you do, the settings will not update correctly. T.37 Option Guide: English | 39 Explanation of Settings 1: IP ADDRESS Sets the IP address. 2: SUBNETMASK Sets the subnet mask. 3: DEFAULT GATEWAY Sets the default gateway address. 4: SMTP SERVER NAME Enter either the IP address or the host name of the SMTP mail server. ! If the DNS name of the SMTP server does not work, try entering the IP address of the SMTP server. Restrictions · If DNS has been set, use the host name (e.g., mail.network.com). · If DNS has not been set, enter the IP address of the server. The address must include the “.” (period) dividers (e.g., 192.168.4.123). · up to 64 characters may be entered. You may use Latin letters, numbers and symbols To enter symbols, use either one-touch key 20 or key “0” of the numeric ten-key pad. The symbols that can be used are: ! # & ’ ( ) * + , - . / :;=?·@?”_%~ The “~” (tilde) symbol shows on the display as “-1”. Both uppercase and lowercase letters can be used. To change the case, press the CAPS key (one-touch key 31). 40 | OKIFAX 5780/5980 5: POP SERVER NAME Enter either the IP address or the host name of the POP mail server. ! If the DNS name of the POP server does not work, try entering the IP address of the POP server. Restrictions · If DNS has been set, use the host name (e.g., mail.network.com). · If DNS has not been set, enter the IP address of the server. The address must include the “.” (period) dividers (e.g., 192.168.4.123). · up to 64 characters may be entered. You may use Latin letters, numbers and symbols. To enter symbols, use either one-touch key 20 or key “0” of the numeric ten-key pad. The symbols that can be used are: ! # & ’ ( ) * + , - . / :;=?·@?”_%~ The “~” (tilde) symbol shows on the display as “-1”. Both uppercase and lowercase letters can be used. To change the case, press the CAPS key (one-touch key 31). 6: POP USER ID Enter the user ID registered on the POP3 server. Restrictions · up to 16 characters may be entered. You may use Latin letters, numbers and symbols. To enter symbols, use either one-touch key 20 or key “0” of the numeric ten-key pad. The symbols that can be used are: ! # & ’ ( ) * + , - . / :;=?·@?”_%~ The “~” (tilde) symbol shows on the display as “-1”. Both uppercase and lowercase letters can be used. To change the case, press the CAPS key (one-touch key 31). T.37 Option Guide: English | 41 7: POP PASSWORD Enter the password registered on the POP3 server. If a password has already been entered, it is shown as XXXXXXXXXXXXXXXX (sixteen Xs). Restrictions · 42 | up to 16 characters may be entered. You may use Latin letters, numbers and symbols. To enter symbols, use either one-touch key 20 or key “0” of the numeric ten-key pad. The symbols that can be used are: ! # & ’ ( ) * + , - . / :;=?·@?”_%~ The “~” (tilde) symbol shows on the display as “-1”. Both uppercase and lowercase letters can be used. To change the case, press the CAPS key (one-touch key 31). OKIFAX 5780/5980 8: DNS P .SRV ADDRESS DNS means Domain Name Service. P.SRV means Primary Server. Sets the IP address of the DNS primary server. You do not have to change this setting if the server is connected directly using its IP address. 9: DNS S .SRV ADDRESS DNS means Domain Name Service. S.Serv means Secondary Server. Sets the IP address of the DNS secondary server. You change this setting only when a secondary server has been set up. 10: HOST NAME Enter the host name defined on this machine. Restrictions · up to 64 characters may be entered. You may use Latin letters, numbers and symbols. To enter symbols, use either one-touch key 20 or key “0” of the numeric ten-key pad. The symbols that can be used are: !#&’()*+,-./:;=?·@?”_%~ The “~” (tilde) symbol shows on the display as “-1”. Both uppercase and lowercase letters can be used. To change the case, press the CAPS key (one-touch key 31). 11: FAX E-mail Address Enter the e-mail address assigned to your machine. Restrictions · up to 64 characters may be entered. You may use Latin letters, numbers and symbols. To enter symbols, use either one-touch key 20 or key “0” of the numeric ten-key pad. The symbols that can be used are: !#&’()*+,-./:;=?·@?”_%~ The “~” (tilde) symbol shows on the display as “-1”. Both uppercase and lowercase letters can be used. To change the case, press the CAPS key (one-touch key 31). T.37 Option Guide: English | 43 12: DSN (Delivery Status Notification) ! MDN vs. DSN When a mail server with DSN receives a message, it sends a delivery confirmation to the sender of the message. Change this setting to OFF, if you are sending a message to a mail server that does not support DSN. If you do not change this setting to OFF, the server may not be able to handle the message correctly and a communication error may occur. Some servers can send mail to servers without DSN. In this case, no delivery notification will be sent. The default setting is OFF. MDN = Message Disposition Notification DSN = Delivery Status Notification MDN: you receive a confirmation that your message was received by the destination mail server. DSN: you receive a confirmation that your message was opened by the person you sent it to (the recipient). All systems involved in the communication must support MDN and DSN. ! ! 44 | OKIFAX 5780/5980 User Function 86, TEXT PRINT must be ON for your machine to receive and print delivery notifications. When User Function 98, Network Settings, DSN is ON, your machine receives confirmations (DSN) from the mail server of anyone sent a message by your machine. 13: NIC INITIALIZE Resets the Network Card to its original factory settings. You may also reset the card to factory settings by pressing and holding the button on the card (if your network card has a button). ! Make sure that you want to do this before proceeding. When you reset the Network Card to factory settings, all current settings are lost. The message “ARE YOU SURE?” will show on the display. You must confirm your choice before the unit will reset to factory defaults. T.37 Option Guide: English | 45 Changing Settings There are four ways to change the network settings for your machine. 1 menu of the machine 2 web page of the network card 3 OKIVIEW 32 (Adminmanager) 4 Telnet 46 | OKIFAX 5780/5980 Some settings can be accessed with any method. Other settings are only accessed by one method. This section lists the settings. The lists are organized by the method used to access the settings. After the lists, each access method is discussed. Settings Changed Only by Using the Web Page Printer Status Network Status Network Connection TCP/IP NetWare NetBEUI EtherTalk SNMP Internet Fax SMTP Transmit SMTP Receive POP3 SMTP Port Number POP Port Number Use APOP ! Settings Changed by Using the Web Page or the Menu User Function 98, Network Settings 1: IP ADDRESS 2: SUBNETMASK 3: DEFAULT GATEWAY 4: SMTP SERVER NAME 5: POP SERVER NAME 6: POP USER ID 7: POP PASSWORD 8: DNS P .SRV ADDRESS 9: DNS S .SRV ADDRESS 10: HOST NAME 11: FAX E-mail Address 12: DSN 13: NIC INITIALIZE You can use the Web Page, Internet Fax, to adjust the settings for User Function 98, Network Settings. See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Using the OKILAN 7100e+ Web Page.” T.37 Option Guide: English | 47 Settings Changed Only by Using OKIVIEW 32 Status Name Location Network Protocols TCP/IP RAPP, BOOTP, DHCP IP Address, Subnet Mask, Default Gateway Primary DNS, Secondary DNS NetWare AppleTalk NetBEUI Frame Types Internet Host Name E-Mail Address DSN DNS (Primary/Secondary) SMTP POP3 Factory Defaults, Reset Device 48 | OKIFAX 5780/5980 ! You can use OKIVIEW 32 to adjust the settings for User Function 98, Network Settings. See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Setting Up the OKILAN 7100e+ Using OKIVIEW 32” or the OKIVIEW 32 on-line Help. Using the OKILAN 7100e+ Web Page You can use the Web page of the network card to change the network settings for your machine. See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Using the OKILAN 7100e+ Web Page.” To access the Web page of the network card, use a web browser such as Internet Explorer or Netscape Navigator. ! The Web page you access for your fax machine is slightly different from the Web page described in the OKILAN 7100e+ User's Guide. See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Using the OKILAN 7100e+ Web Page.” The differences are explained here. You can use the Web page of the network card to change · the items listed below · User Function 98, Network Settings T.37 Option Guide: English | 49 Changing Settings Using the Web Page Printer Status This is the main web access screen. Shows the message(s) currently displayed by your fax machine. Network Status Shows the status of TCP/IP, NetWare and NetBEUI. EtherTalk Not supported by this machine. Do not change this setting. SNMP See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Using the OKILAN 7100e+ Web Page.” Network Connection Shows ????? TCP/IP See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Using the OKILAN 7100e+ Web Page.” NetWare See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Using the OKILAN 7100e+ Web Page.” NetBEUI See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Using the OKILAN 7100e+ Web Page.” OKIVIEW 32 The items listed here are only accessed via the web page. You can also use the web page to adjust the settings for User Function 98, Network Settings. SMTP Transmit Enables or disables the SMTP transmission protocol For normal operations, set this to Enable. SMTP Receive Enables or disables the SMTP reception protocol For normal operations, set this to Enable. If you do not wish to receive by SMTP, set this to Disable ! 50 | OKIFAX 5780/5980 SMTP reception forwards incoming Fax mail. POP3 Enables or disables the POP reception protocol. For normal operations, set this to Enable. SMTP Port Number Sets the SMTP protocol port number. Do not change this unless it is necessary. The default setting is 25. POP Port Number Sets the POP protocol port number. Do not change this unless it is necessary. The default setting is 110. Use APOP This setting is available when you are using a POP server that supports APOP. With APOP, the POP password will be encrypted before it is sent. A communication error will occur if this setting is turned on when using a server which does not support APOP. T.37 Option Guide: English | 51 Using OKIVIEW 32 Use this tool to configure the Network Card on Windows95/98/NT4.0/2000/XP via the network. The settings available through OKIVIEW 32 are nearly the same as those accessible through the Web page. ! The Web page you access for your fax machine is slightly different from the Web page described in the OKILAN 7100e+ User's Guide. See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Setting Up the OKILAN 7100e+ Using OKIVIEW 32” or the OKIVIEW 32 on-line Help. The differences are explained in this section. 52 | OKIFAX 5780/5980 The OKILAN 7100e+ User's Guide contains detailed information about these settings. There are differences between the settings you will see for the Internet Fax Web page and the page described in the OKILAN 7100e+ User’s Guide. This section explains the information choices (tabs) within OKIVIEW 32 and the differences in settings you will encounter. Internet Host Name E-Mail Address DSN DNS (Primary/Secondary) SMTP POP3 Factory Defaults, Reset Device When you start OKIVIEW 32, you will see a list of the Network Cards connected to the printers and facsimiles. Check the MAC addresses of the printers and facsimiles to identify the Network Card you want to configure. ! The Network Card Report provides the MAC address as explained earlier. Next, select the Network Card you wish to configure. Then go to MENU, then Setup, then Device Setup. You can change the following settings. Status Name Location Network Protocols TCP/IP RAPP, BOOTP, DHCP IP Address, Subnet Mask, Default Gateway Primary DNS, Secondary DNS NetWare AppleTalk NetBEUI Frame Types ! You can use OKIVIEW 32 to adjust the settings for User Function 98, Network Settings. See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Setting Up the OKILAN 7100e+ Using OKIVIEW 32” or the OKIVIEW 32 on-line Help. T.37 Option Guide: English | 53 General Set the password. TCP/IP Allows you to modify the settings listed below. a. Enable DHCP/BOOTP or RARP b. IP Address, Subnet mask and Default Gateway c. Enable Banner for FTP/LPR d. DNS settings NetWare Allows you to modify the NetWare server settings. Please note that the position of the Pserver menu is different for Internet Fax, and so is the method for setting Pserver NDS and Bindery. ! 54 | See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Setting Up the OKILAN 7100e+ Using OKIVIEW 32” or the OKIVIEW 32 on-line Help. OKIFAX 5780/5980 EtherTalk Not used by this machine. NetBEUI See the OKILAN 7100e+ User's Guide. SNMP See the OKILAN 7100e+ User's Guide. The Printer TRAP facility of the tool supplied with Internet Fax has been expanded. You can add up to 5 addresses in TCP/IP as Printer Traps and also an extra address in IPX/SPX, for which trap alarms can be specified individually. Please also see the help menu of the tool. Internet Fax You can use OKIVIEW 32 to change the same settings that are accessed through the Web page (User Function 98, Network Settings). Telnet Your fax machine is Telnet capable. You can use Telnet (via the network) to change the network settings for your machine. There are differences between what you see and what is described in the OKILAN 7100e+ User's Guide. ! See the OKILAN 7100e+ User’s Guide, “OKILAN Configuration, Setting Up the OKILAN 7100e+ Using OKIVIEW 32” or the OKIVIEW 32 on-line Help. T.37 Option Guide: English | 55 Customization Programming e-mail Addresses You can program (store) e-mail addresses into your machine, just as you do telephone numbers. You can create a group of e-mail addresses, just as you can create a group of telephone numbers. For more information about groups, see the User’s Guide, “Sending a Fax to Multiple Locations.” Procedure ! Print the Telephone Directory before you begin programming. This provides a reference of the speed dial numbers already programmed. See the User’s Guide, “Reports, Telephone Directory.” Be sure to write the name for any Speed Dial numbers you program on the One Touch Sheet(s). The One Touch Sheet(s) provide space for a limited number of Speed Dial numbers, depending on the model of your fax machine. OKIFAX 5780 1 through 50. OKIFAX 5980 1 through 90. For Speed Dials x and above, program the number(s) and print the Telephone Directory. Where x = 51 (OKIFAX 5780) 91 (OKIFAX 5980) See the User’s Guide, “Reports, Telephone Directory.” 56 | OKIFAX 5780/5980 10 Repeat the above process from Step 4 until you have finished programming. 11 Press Menu/Exit to return the machine to standby mode. 12 When finished with the programming of One Touch keys, lift off the plastic cover. Use a pencil to write the name of the One Touch key you have programmed. 1 Press Menu/Exit to enter the menu. 2 Press to select Location Program. Press Enter. 3 The cursor will be at Speed Dial. Press Enter. 4 Input the speed dial number you want to program, then press Enter. ! E-mail addresses can ONLY be programmed in Speed Dials 1 - 50 (5780) or 1 - 90 (5980). 5 Press to select e-mail Address. Press Enter. 6 Input the e-mail address. Press Enter. See the User’s Guide, “Reports, Telephone Directory.” ! One-Touch Key 32 is the @ symbol. Be sure to write the name for any Speed Dial numbers you program on the One Touch Sheet(s). 7 8 The display shows TIFF or PDF. Press Enter. The display shows SENDER ID (EMAIL) AT TOP. Press Enter. The display shows RETURN RECEIPT (MDN). Press Enter. 9 ! Print the Telephone Directory when you finish programming. This provides a reference of the Speed Dial numbers already programmed. Use One-Touch Key 31 (Caps) to switch between upper and lowercase letters, if necessary. T.37 Option Guide: English | 57 Confirming e-mail Address Programming E-mail Address Restrictions If you want to check / verify an e-mail address you have programmed, print the Telephone Directory. See the User’s Guide, “Reports, Telephone Directory.” · up to 64 characters may be entered. You may use Latin letters, numbers and symbols. To enter symbols, use either one-touch key 20 or key “0” of the numeric ten-key pad. The symbols that can be used are: !#&’()*+,-./:;=?·@?”_%~ The “~” (tilde) symbol shows on the display as “-1”. Both uppercase and lowercase letters can be used. To change the case, press the CAPS key (one-touch key 31). · 58 | OKIFAX 5780/5980 Must be programmed / assigned to Speed Dial keys 01~50 (5780) or 1~90 (5980). Using Internet Fax Sending a Document General Information Differences Sending a document from the document feeder of the machine using the Internet Fax feature is very similar to sending a document using the Public Switched Telephone Network (PSTN / regular phone line). See the User’s Guide, “Basic Faxing, Sending a Fax.” Internet Fax data is scanned into memory before transmission. Your machine must establish a server connection before the document is sent. ! Stopping a Transmission Important! Internet faxes differ from traditional faxes in these ways: Although your OKIFAX has security features, faxes sent over the Internet are more vulnerable to interception than faxes sent over the PSTN. Press Stop to end a transmission. ! The transmission ends immediately. You do not confirm your request before it takes effect. There is no way to verify that a message has been received in real-time by the machine to which it was addressed. T.37 Option Guide: English | 59 How to Send a Document 1 2 60 | Load your documents. Select the entry method. For more information on entry methods, refer to the User’s Guide, “Basic Faxing, Sending a Fax.” Entry methods are: · One-Touch or Speed Dial · Search You must know the first letter of the e-mail address to search for an e-mail address. · Non-programmed e-mail also known as a Numeric Keypad or walk-up You must send the document as an Internet Transmission. See the following section (“Sending to a NonProgrammed E-mail”) for more information. OKIFAX 5780/5980 3 4 Press Start. The machine scans the document and stores the document’s image data into memory. 5 Next, the machine establishes a server connection. “Sending” appears on the display when the server connection is established. At the end of the transmission, the result shows on the display and a buzzer sounds. 6 Sending to a Pre-programmed E-mail Normally, when you send to a preprogrammed e-mail address, you load the document and select the appropriate one touch or speed dial key. However, other options are available. These options allow the machine to function like a typical email program. To access these options, 1 Load the document. 2 Press the EMAIL key 2 times. 3 The list of e-mail options appears on the display. For more information, refer to the “List of e-Mail Options.” 4 Press or to move the cursor to the desired option. 5 Press Enter. For more information, refer to the “Descriptions of eMail Options.” ! Program you own e-mail address as a One Touch or Speed Dial number. This save time when you are working with e-mail. ! If you want replies (to emails you have sent) to go to your computer, program your computer email address as a One-Touch or Speed Dial number. T.37 Option Guide: English | 61 List of e-Mail Options 1 TO 2 CC 3 FROM 4 SUBJECT 5 SEND FILE FORMAT 6 SENDER ID(EMAIL) 7 RETURN RECEIPT 8 COMFIRM REPORT 9 DISPLAY (TO:) 10 DISPLAY (CC:) 11 DISPLAY (FROM:) 62 | OKIFAX 5780/5980 Descriptions of e-Mail Options 1 TO Use this option to select a One-Touch, Speed Dial, or Group. Whatever you select MUST be programmed with an email before you select it. 2 CC Use this option to select a One-Touch, Speed Dial, or Group. Whatever you select MUST be programmed with an email before you select it. 3 FROM The “From” section of an e-mail is either the default e-mail address of the sending machine OR an e-mail address programmed to a One-Touch key. Use this option to select the One-Touch key programmed with the sender’s address. ! Program your own e-mail address as a One Touch or Speed Dial number. This saves time when you are working with e-mail. ! If you want replies (to emails you have sent) to go to your computer, program your computer e-mail address as a One-Touch or Speed Dial number. 4 SUBJECT Use this option to enter a subject of up to 64 characters. 5 SEND FILE FORMAT Use this option to select the type of file your document will be converted to: TIFF or PDF. 6 SENDER ID (EMAIL) Use this option to select the whether or not the email sender ID will be printed at the top of the page on the receiving end If ON is activated, the email sender ID prints. 7 RETURN RECEIPT Use this option to have your machine request a confirmation (MDN) from the recipient’s machine that the document was read. 8 CONFIRM REPORT Use this option to have your machine print a report of locations entered in the TO, CC, FROM, and SUBJECT fields. 9 DISPLAY (TO:) Use this option to display the list of locations entered for this field. To return to the previous menu, press or Stop. 10 DISPLAY (CC:) Use this option to display the list of locations entered for this field. To return to the previous menu, press or Stop. § § 11 DISPLAY (FROM:) Use this option to display the list of locations entered for this field. To return to the previous menu, press or Stop. § T.37 Option Guide: English | 63 Sending to a Non-Programmed E-mail Limitations and Suggestions Also known as Numeric Keypad (Walk-up) e-mail faxing If you want to send an Internet Fax, but you do not want to program the e-mail address as a One-Touch or Speed Dial, you must make sure that it is sent as an Internet Transmission. 1 Load the document. 2 Press the e-mail key. 3 Input the e-mail address. · If you need a digital copy of a fax transmission for your records, send the fax to the destination and your e-mail address. Your e-mail address will receive a digital copy (.TIFF or .PDF format) of whatever you send. · If you select the same e-mail address twice, the document will be sent to it only once. · To stop transmission, press STOP. The transmission terminates immediately, without asking for confirmation. · Internet Fax data is scanned into memory before transmission. If the document is too long to fit into memory, divide it and make two or more transmissions. If you frequently divide documents, consider installing additional memory. ! 4 64 | One-Touch Key 32 is the @ symbol. Use One-Touch Key 31 (Caps) to switch between upper and lowercase letters. Press Start. OKIFAX 5780/5980 TIFF or PDF Format General Information When functioning as an Internet Fax, your machine converts scanned documents into a single TIFF or PDF format file and sends it by e-mail. The transmit resolutions are: · 200 x 100 dpi in STD mode · 200 x 200 dpi in FINE mode · 300 x 300 dpi or 600 x 600 dpi * in EX-FINE * the OKI HRS600 (600 dpi TX) option must be installed · The images are compressed using one of the standard formats used on faxes. The formats are listed below. · MH · MR · MMR The default format is MH. ! Other manufacturers’ Internet Fax products may receive only in the STD and FINE resolutions and in MH compression mode. Remember this if you are sending a document to an Internet Fax made by a different manufacturer. This is not an issue when you send to a machine identical to yours or if you send to a PC. 200 x 200 dpi in PHOTO mode T.37 Option Guide: English | 65 Text Attachment Your machine attaches text to fax document e-mails. The attached text for TIFF-format faxes is different from the text for PDF-format faxes. When Sender ID is set to ON, and the Sender ID is already registered, the ‘from The Internet Facsimile’ becomes ‘from [Sender ID]’. Text for TIFF-format There are scanned pages attached to this e-mail which have been sent from ([Sender ID] or an Internet Facsimile.) To view or print these pages please use the software program “Imaging” provided with Windows NT4.0/Windows 95(OSR2)/Windows98/WindowsME/Windows 2000. ----------------------------------------------------------------------------“Imaging”, Windows NT4.0, Windows 95 (OSR 2), Windows 98, Windows ME, Windows 2000 are registered trademarks of US Microsoft Corporation. Text for PDF-format There are scanned pages attached to this e-mail which have been sent from ([Sender ID] or an Internet Facsimile.) 66 | OKIFAX 5780/5980 Viewing TIFF Files Viewing PDF Files To view TIFF files, you must have a TIFF viewer installed on your PC. Microsoft Windows 95, 98, NT 4.0 and 2000 have a viewer called Imaging, which you can use to view TIFF files. To view PDF files, you must have Adobe Acrobat Reader (Version 3.x, 4.x, or 5.x) installed on your PC. ! Before printing a TIFF file from Imaging, go to OPTIONS in either the Print screen or in Properties and set the Print format to “Fit to Page.” ! Before printing a PDF file from Imaging, go to OPTIONS in either the Print screen or in Properties and set the Print format to “Fit to Page.” If it is set at “Actual size”, part of the fax image may be cut off from the printout. If it is set at “Actual size”, part of the fax image may be cut off from the printout. T.37 Option Guide: English | 67 Receiving Internet Faxes Your machine can receive Internet Faxes two ways. · Automatic Reception · Manual Reception During automatic reception, your Internet Fax machine automatically connects to the server and receives mail at the time interval set in User Function 83, the POP INTERVAL TIME setting. If your machine performs an automatic reception, but no messages (mail) are on the server, no record of the session is made. If your machine performs a manual reception, but no messages (mail) are on the server, service code F941 is used as the record of the session. 68 | OKIFAX 5780/5980 ! Internet Faxes are received into memory. Make sure that your machine has enough free memory to receive fax messages. If too little memory is available, reception may be terminated before the complete message is received. Install an optional memory expansion kit if your Internet Fax receptions frequently terminate before completion. ! If User Function 86, Text Print is set to ON, your machine cannot receive Internet Faxes while a print alarm (e.g., no paper, cover open, paper jam) exists. Automatic Reception Manual Reception If your machine performs an automatic reception, but no messages (mail) are on the server, no record of the session is made. Single Message If one message is on the server, your machine receives the message and prints it. Your machine can manually receive mail. If your machine performs a manual reception, but no messages (mail) are on the server, service code F941 is used as the record of the session. 1 Press Menu/Exit to enter the menu. 2 Press or to select at Internet Rx. Press Enter. 3 Press Start. If your machine performs a manual reception, but no messages (mail) are on the server, the record of the session shows service code F941. Multiple Messages If more than one mail message is on the server, your machine receives all of the messages and prints them. Text Print ON ! If User Function 86, Text Print is set to ON, your machine will not receive Internet Faxes while a print alarm (e.g., no paper, cover open, paper jam) exists. If User Function 86, TEXT PRINT, is set to ON, your machine receives only one message during each reception. If there is more than one mail message, your machine prints one message at a time. Your machine receives multiple mail messages one at a time and prints them one at a time. T.37 Option Guide: English | 69 Receiving TIFF files Your machine receives mail messages with TIFF attachments from the mail server and prints out the attached files. ! Your machine CANNOT receive mail messages with PDF attachments! Restrictions TIFF Your machine can print out TIFFs in the Full Mode, which covers the Simple Mode. It cannot print any other TIFF format. If your machine receives any other TIFF format, a communication error occurs and an error report prints. ! 70 | OKIFAX 5780/5980 Your machine sends attached files as Simple Mode TIFF files. This is the standard for T.37. Resolution Your machine can receive files with the following resolutions. ! Compression Your machine can receive files with the following compression formats. · 200 x 100 dpi · MH · 200 x 200 dpi · MR · 200 x 400 dpi · MMR · 300 x 300 dpi · 600 x 600 dpi The OKI HRS600 (600 dpi TX) option must be installed if you want to receive files with 600 x 600 dpi resolution. ! There are many different kinds of TIFFs. TIFFs made via Microsoft Imaging can be received by your machine. However, any TIFF file with the encoding style of CCITT Group 3 (ID) Fax cannot be received. The manuscript main scan bit value does not meet the T.4 standard. T.37 Option Guide: English | 71 Receiving e-mails (Body Text) A fax sent over the Internet has three components. · Header · e-mail (Body Text) · TIFF attachment(s) The e-mail includes the To, From, and Date information. It may include RE: (Subject) and body text (e-mail message). The e-mail of an Internet Fax often comes with added messages (text) before and after the TIFFs. You can select how (or whether) these components print. Printing e-mails When User Function 86, Text Print set to ON, the following components print 72 | · header and e-mail (Body Text) · TIFFs (Full Mode) OKIFAX 5780/5980 Limitations Your fax machine can print · ASCII text Latin letters and numbers Symbols ! # & ’ ( ) * + , - . / : ; = ? · @ ? ” _ % ~ Your fax machine cannot print · Base 64 encoded text Your fax machine may not be able to print · messages from an e-mail client, which aren’t text · messages with text-file attachments Gateway Services (Forwarding) There are four Gateway Services. 1 POP 2 Answer Mode 3 SMTP 4 Relay Each service is explained in the following sections. POP Gateway Forwarding Here are the steps for POP Gateway Forwarding. 1 The gateway machine is programmed with a POP Gateway Subject and Password (User Function 95 POP GW SETTING). 2 The sender sends an email to the gateway machine with the SUBJECT field formatted as shown: SUBJECT:PASSWORD=5551212 3 The Gateway machine receives the email and compares the subject field with the pre-programmed Gateway Subject and Password (Step 1). If they match, the Gateway machine dials the phone number that follows the “=” in the subject field and forwards the document. T.37 Option Guide: English | 73 Example of POP Gateway Forwarding Set up 1 Press MENU/EXIT. 2 3 4 5 6 7 Press 95 on ten key pad Enter GW SUBJECT (For example: SEND) Press Enter. Enter GW PASSWORD (For example: FAX) Press Enter. Press MENU/EXIT. Subject Field The Subject field of an email that this gateway machine forwards would look like this: SEND:FAX=5551212 If multiple phone numbers are to be entered they must be separated by “&”. SEND:FAX=5551212&5551313&5551414 Number 1: 5551212 Number 2: 5551313 Number 3: 5551414 Restrictions 1 The maximum number of digits available for the SUBJECT and PASSWORD is 20. 2 The maximum number of digits available for the telephone number is 40. 3 No more than 10 numbers can be forwarded. 74 | OKIFAX 5780/5980 Answer Mode Forwarding SMTP Here are the steps for Answer Mode Forwarding. 1 A telephone number or email address can be programmed as the forwarding location. E-mails to a Fax Number ! You can forward to a telephone number OR an e-mail address, but not both. 2 When that occurs, User Function 10 AUTO ANSWER MODE, adds the setting, FWD, to the menu. ALL incoming faxes will automatically be forwarded to that email address when 3 · an email address has been programmed as the forwarding location and · FWD is selected as the answer mode. Your machine can forward images received via e-mail to another fax machine. There are two ways to do this. · SMTP · POP The POP method is described in “Gateway Services (Forwarding), POP Gateway Forwarding. SMTP is described here. T.37 Option Guide: English | 75 SMTP General Information SMTP Image Restrictions Use the format FAX=[telephone number}@{domain name} to indicate the forwarding number. The Internet Fax forwards the received TIFF file to the number given after “FAX=” by normal fax transmission. The items listed below have certain restrictions when used as part of this feature. · TIFFs must be the type of file your machine can receive. · text files cannot be forwarded when the GW Forward Text Setting (User Function 96) is OFF. The default setting for GW Forward Text Setting is ON. · Files in formats not supported by this machine cannot be forwarded. · Image Restrictions · Telephone Number Restrictions · Mail Address Format · Domain Names SMTP Telephone Number Restrictions · Characters that can be used Numbers 0-9 Symbols *, #, -, P (for pause) and +. The machine does not receive the message if anything else is entered. · The telephone number cannot be more than 40 digits long. SMTP Example The e-mail address of your fax machine is: [email protected] To use the Gateway Service, the sender would use: [email protected] This follows the format FAX=[telephone number}@{domain name}. 76 | OKIFAX 5780/5980 SMTP Mail Address Format SMTP Domain Name Restrictions The exact mail address format required for e-mail-to-fax forwarding varies from one network to another. Consult with your network administrator for the correct format to use. Example Host name intfax Domain name network.com e-mail Address You must register the domain names that your machine will communicate with (receive data from) when forwarding email-to-fax. This is intended to prevent unauthorized access of the e-mail forwarding function. FAX=[telephone number]@intfax.network.com Both the mail server and your fax machine use this e-mail address for forwarding the message. · up to five (5) domain names may be registered. · each domain name may be up to 64 characters long. Your machine will only accept data from a sender when · the sender’s domain name matches one of the registered domain names or · the sender’s domain name is a sub-domain of one of the registered domain names. You can make a broadcast transmission to up to 10 recipients by specifying each telephone number in the above mail address format. T.37 Option Guide: English | 77 SMTP: How it Works 1 2 3 4 5 78 | The client sends a message to the mail server using the address format [email protected]. A client can be a computer or an Internet Fax. The mail server makes an enquiry to the DNS server about fax.abc.com The DNS server replies to the mail server with the IP address of fax.abc.com. The mail server forwards the message to the Internet Fax. The Internet Fax then forwards the message to an F-Code fax machine with the telephone number of 123. OKIFAX 5780/5980 It is also possible for an e-mail client to communicate directly with this machine. To do this, specify the IP address of this Internet Fax instead of the e-mail client’s SMTP server address. Specify a recipient using the above address format and attach a TIFF file in a format supported by this Internet Fax, and you can have the documents forwarded by fax on reception. Please note that it may not be possible to establish a connection between this Internet Fax and some types of email clients. SMTP Mail Server Settings for E-mail-to-FAX Gateway Service The setting changes explained here can only be made by a network administrator. To use gateway service 1 (e-mail-to-OKIFAX-to-G3 FAX), the mail server and the DNS server must be configured to forward e-mail to the your fax machine. Here are some examples of settings for forwarding mail to the your fax machine. The settings given here are only examples. Servers do not have to be configured as shown in order to use the gateway service. The domain name, host names and IP addresses given in this text are for example only. You must set these values according to your own network setup. You will need to adjust settings in these categories. · DNS Server · Mail Server T.37 Option Guide: English | 79 SMTP DNS Server First, register your fax machine onto the DNS server. In this example, the settings for a type of DNS server called BIND run on UNIX are explained. You will need to know or set the following items. 80 | · Network Setup · Install the fax machine as a device on the network · Add a record to the zone file · Add a PTR record to the reverse zone file · Restart the Server OKIFAX 5780/5980 Network Setup The network in our example has this setup. Network domain name: abc.com Host name of the mail server in this domain: mail.abc.com IP address of this mail server: 192.168.1.100 Host name of the DNS server in this domain: dns.abc.com IP address of this DNS server: 192.168.1.101 IP address of the client PC: 192.168.1.50 Host name of the client PC: user.abc.com Install the Fax Machine Now, install your fax machine on this network. Host name of the fax machine: fax.abc.com IP address of the fax machine: 192.168.1.105 Add a Record Add a record of the fax machine on the zone file of the DNS server (dns.abc.com). Address (A) record ……… mail.abc.com. IN A 192.168.1.100 dns.abc.com. IN A 192.168.1.101 user.abc.com. IN A 192.168.1.50 fax.abc.com. IN A 192.168.1.105 ……… Add a PTR Record Add a PTR record of the fax machine to the reverse zone file. Pointer (PTR) Record ……… 100.1.168.192.in-addr.arpa.IN PTR mail.abc.com. 101.1.168.192.in-addr.arpa.IN PTR dns.abc.com. 50.1.168.192.in-addr.arpa. IN PTR user.abc.com. 105.1.168.192.in-addr.arpa.IN PTR fax.abc.com. ……… Restart the Server When all the records have been updated, restart the DNS server. After the above configuration has been made, all mail addressed to <[email protected]> will be forwarded to the fax machine. T.37 Option Guide: English | 81 SMTP Mail Server Most of the time, the DNS server configuration explained in the DNS Server section will allow you to use the e-mail-toFAX relay service. The DNS server configuration is not always used. Some mail servers are configured to process all mail addressed to hosts belonging to their domain as mail to themselves. If mail server mail.abc.com has been set up in this way, it will regard mail to [email protected] as mail to one of its users and will not forward it to your fax machine. To prevent this, configure the mail server so it does not process mail addressed to host fax.abc.com. 82 | OKIFAX 5780/5980 The example assumes that · The OS of mail.abc.com is FreeBSD. · The mail server is sendmail. · Configuration file sendmail.cf is generated using utility “CF.” You will have to edit sendmail.cf directly if no utility of this kind is available. The procedure for this operation is very complicated. It will not be explained here. To configure the mail server, you will 1 insert strings into sendmail.def 2 add strings specifying email-to-FAX relay 3 create a new sendmail.cf 4 overwrite the original sendmail.cf 5 restart the mail server 1 ! Insert the following strings to file sendmail.def. ……… ACCEPT_LOWER=yes ……… LOWER_MATCH_STYLE=!lw-file ……… ACCEPT, etc. tells the server to receive mail to hosts located within its domain. LOWER, etc. tells the server to receive mail to hosts located within its domain, EXCEPT mail to hosts listed in sendmail.lw. 2 Add a string (specifying e-mail-to-FAX relay) to /etc/sendmail.lw. ……… fax ! With “fax”, the server DOES NOT receive mail to fax.abc.com. 3 Create sendmail.cf and 4 overwrite the original sendmail.cf with it. 5 Restart the mail server. After the above changes, sendmail will forward mail addressed to [email protected] to your fax machine instead of processing it itself. T.37 Option Guide: English | 83 SMTP Mail Forwarding Process 1 2 3 4 5 Client sends mail to mail server (To: [email protected]) Mail server makes enquiry to DNS server regarding fax.abc.com DNS replies to mail server (returns the IP address of fax.abc.com) Mail server forwards mail to fax machine FAX communication to FAX number 123 Relay Faxes to an e-mail Address Your fax machine can forward incoming faxes from an F-Code fax machine to an e-mail address. ! Important! ! Relay Print, User Function 28, must be ON for you to use Gateway Services (Forwarding). Be aware that although your OKIFAX has security features (password protection, access restricted to certain domain names), any system is vulnerable to attack. If you set up your OKIFAX for this feature, it may be possible for unauthorized faxes to be sent to other machines through your fax machine. The default setting for Relay Print, User Function 27, is OFF, to help protect against unauthorized faxes being sent through your machine. 84 | OKIFAX 5780/5980 Procedure 1 Create a personal mailbox as a relay mailbox. 2 Register a one-touch key, with an e-mail address assigned to it, in the relay mailbox. Any fax image sent to this Personal Box is then forwarded to the assigned e-mail address. See the User’s Guide, “Advanced Operations, Confidential Faxes, Programming Personal (Confidential) Mailboxes.” See the User’s Guide, “Advanced Operations, Relay Faxing.” How it works 1 An F-Code fax machine sends the fax message to your Internet Fax machine. 2 Your Internet Fax machine then converts the message to an e-mail and forwards it to a mail server. 3 The mail server then sends the e-mail to a computer or another Internet Fax. T.37 Option Guide: English | 85 Network Scanner Your fax machine can be used as a network scanner. Remember the following when using your fax machine as a network scanner: · you can adjust the resolution of the scanned images · turn off the IFAX Sender ID (User Function 90), or it will appear on your scanned images Example Here is an example of using your fax machine as a network scanner. You have a hard copy document that you would like to have on file as a digital copy. You can use your fax machine to scan the document and send the scan version (digital copy) to your e-mail address. The scan version of the document is a TIFF or PDF file. How it Works The document is scanned as if it were being sent as an Internet Fax, but the document is actually sent to an e-mail address on the network. The recipient (destination e-mail address) receives the document on their PC as a TIFF or PDF file. 86 | OKIFAX 5780/5980 Image Resolution Sender ID (EMAIL) The setting for User Function 89: Ex.Fine Mode adjusts the resolution of the scanned image. The resolution may be set between 300 and 600 dpi. User Function 90: Sender ID must be set to ON when you are using your fax machine for faxing using the Internet. This places the Sender ID on the top of any documents you send. However, when you are using your fax machine as a network scanner, you do not want this information to appear on your scanned documents. ! The OKI HRS600 (600 dpi TX) option (8 MB of memory) must be installed to achieve 600 dpi scan resolution. ! Set User Function 90: SENDER ID to OFF while using your fax machine as a network scanner. The Sender ID will not appear at the top of scanned documents. Be sure to set Sender ID to ON when sending faxes. T.37 Option Guide: English | 87 Network Printing Printing Documents To use your fax machine to print documents via the LAN, you need to install the appropriate software from the supplied CD-ROM and make the correct settings for your environment. A brief description of each of the supported operating systems and the suggested installation procedure appears in this section. When installing network card utilities, select the Quick Setup option where it is available. ! The printer driver provided on the CD-ROM supports only network printing. Printing via the parallel port is not supported. Local printing through the parallel port requires a different driver (provided with the optional MFP Kit). For further details, please contact your authorized supplier. 88 | OKIFAX 5780/5980 Printing on Transparencies When printing on transparencies, · set the Media Type to Light · use manual feed · set the machine for face-up stacking · recommended transparency type is 3M CG2300 Change the settings through the printer driver, (provided with the optional MFP Kit). Operating Systems NetWare Windows NT 4.0 and Windows 2000 Recommended procedure: 1 Install the printer driver. 2 Install the network card utility. 3 Configure the network card. The NetWare server has two modes. Recommended procedure: 1 Install the printer driver. 2 Install the network card utility. 3 Configure the network card. When printing directly from Windows NT 4.0 or 2000, use LPR (Microsoft TCP/IP Printing), included in Windows NT 4.0 and 2000. Add the LPR port as the driver output port and assign it the IP Address configured for Network Card. TCP/IP should be added to Windows NT 4.0, 2000 because it is used for LPR. · printer server mode and · remote printer mode The Network Card supports either mode. To use NetWare, the fax machine should be attached as a printer under NetWare control. For more details, see the information on the supplied CD-ROM. ! While installing the driver on Windows 2000, you may encounter a warning message about authentication. Ignore this message if it appears. It will not cause any problems with the installation of the driver. For more details, see the information on the supplied CD-ROM. T.37 Option Guide: English | 89 Windows 95/98 Recommended procedure: 1 Install the printer driver. 2 Install the network card utility. 3 Install the Oki Print Monitor (LPR Utility). 4 Configure the network card. When printing directly from Windows 95/98, the Oki Print Monitor (LPR Utility) should be installed from the supplied CD-ROM. TCP/IP must be installed in Windows 95/98 in order to use Oki Print Monitor (LPR Utility). For more details, see the information on the supplied CD-ROM. 90 | OKIFAX 5780/5980 Other Operating Systems Configuring from Network Utilities Other operating systems, such as Macintosh or UNIX, are not supported. (also known as CD Setup Utilities) The network card configurations may be altered from a PC via the network, using the utilities on the CD-ROM. The configuration settings can be accessed from the installer. With these utilities, TCP/IP and NetWare parameters may be configured. For more details, see the information on the supplied CD-ROM. ! When using the above utilities, the setup screen for EtherTalk, which the fax machine does not support, will be displayed. Set EtherTalk “Disable” to prevent it from being used. T.37 Option Guide: English | 91 Configuration Network settings can be modified through the front panel (menu) of your fax machine via User Function 98: Network Settings. 1 Press Menu/Exit to enter the menu. 2 Press or to select Setup, press Enter. 3 Press or until LANOPTIONS appears on the display. Press Enter. 4 Press or until User Function 98: NETWORK SETTINGS appears on the display. 92 | OKIFAX 5780/5980 To print from Windows using LPR, it is necessary to set the IP ADDRESS (User Function 98, Setting 1). This is not required if printing from NetWare only. It is necessary for using Internet Fax functions. Settings User Functions 1: IP ADDRESS Sets the IP address. 2: SUBNETMASK Sets the subnet mask. 3: DEFAULT GATEWAY These three user functions are specific to Network Printing. Sets the default gateway address. · Auto Tray Switch (User Function 80) · Paper Size Check (User Function 81) · LAN Print T.O. (User Function 82) Auto Tray Switch User Function 80 Settings are: ON or OFF Default is: OFF. When Auto Tray Switch is set to ON, your fax machine will use paper from another tray when paper runs out in one tray. ! The optional second tray must be installed for this to function. The same size paper must be installed in both trays. T.37 Option Guide: English | 93 Paper Size Check User Function 81 Settings are: ON or OFF Default is: ON. Set to ON If Paper Size Check is set to ON, an alarm displays when the paper size specified from the PC does not match the paper size specified for the tray of the fax machine. When this alarm is displayed, put the correct size of paper in the specified tray. Printing begins when the tray is closed. After printing, · set the same paper as configured for the tray or · change the tray configuration to the correct paper size. Set to OFF If Paper Size Check is set to OFF, printing occurs even if the PC-specified and Paper Tray paper sizes don’t match. 94 | OKIFAX 5780/5980 LAN Print T.O. User Function 82 It is impossible to judge whether printing data is not being transmitted due to network delay or the end of the data stream. This time-out configuration allows the device to cancel a print job when no printing data can be found after a specified time has elapsed since the last data was submitted. Do not change the default configuration unless it is absolutely necessary. Settings are: 5 sec., 30 sec., 5 min. Default Setting is: 30 sec. Banner Output Your fax machine supports TEXT-style Banner of NetWare 3.x and NetWare 4.x. ! Only US-ASCII characters will print. Any characters that cannot be printed are shown as spaces. If a NetWare banner cannot be printed, alter the configuration · at your PC to “No Banner Used” or · at NetWare Server to “No Banner Sent”. Contact your NetWare Network Administrator for assistance. When a problem occurs with banner printing, change the banner settings to “NO” with the correct utilities. Do this even though the Network Card supports FTP and LPR banners. T.37 Option Guide: English | 95 Problem Solving There are two areas of Problem Solving. LAN Data Error · End User · Network Administrator End User When LAN Data Error is shown on the fax display, there may be a problem in the printing data transmitted via the network. The printing data will be cancelled. Re-send the print job. Option Board Error If this error occurs while printing documents, the error may be a paper jam. Clear the jam. If your fax machine displays the message, OPTION BOARD ERROR, an error may have occurred at the interface between the fax machine and the network card. Turn off the fax machine. Verify that the network card is correctly installed. Turn the machine on. ! When the print job was cancelled from a PC, LAN DATA ERROR may be displayed. This is because defective data may have been transmitted to the fax machine. Network Problem If any printing problems occur (other than the errors mentioned in this section), see the information on the supplied CD-ROM. 96 | OKIFAX 5780/5980 Network Administrator Service Codes SMTP Error Codes When a communication error occurs, print the Activity Report. Use the report to find the service code for the error. There are two types of service codes. Here is the format for SMTP communication service codes. E123 E = SMTP communication 123 = three-digit SMTP error code defined by RFC. RFC is an Internet “standards” term meaning “Request For Comment”. RFCs are documents that define standards or proposed standard-definitions for network and Internet operation. Individual RFCs define specific aspects of network or Internet operation. Numbers 900 and above are codes defined specifically for this Internet Fax. · SMTP · POP3 T.37 Option Guide: English | 97 List of SMTP Error Codes E001 Text print When E001 occurs, the “Number of Pages” column in the Activity Report will be blank. E002 Text received but not printed When E002 occurs, the “Number of Pages” column in the Activity Report will be blank. E900 Network Card I/F error E910 TCP/IP or SMTP/POP not supported or allowed by Network Card E920 Network Card not ready; transmission request received while Network Card is initializing E930 No match for domain received; invalid user name E931 E-mail cannot be received (invalid TIFF) E932 E-mail cannot be received (other than invalid TIFF) E940 Memory full E942 Command time-out E950 Server communication error E951 Cannot specify address. SMTP GATEWAY receiving machine is using the individual address. E952 SMTP GATEWAY Locations specified number is over. 98 | OKIFAX 5780/5980 E953 E955 E956 E957 EF00 EF02 E980 E990 No SMTP GATEWAY telephone number is specified SMTP GATEWAY wrong telephone number TEXT forwarding error During SMTP Gateway SMTP Receiving, No “FAX=” error Mupis Command Transmission Failed or Response against Command is Invalid End of Maintenance Request Receiving Defective NIC ABORT (when stop instruction came from NIC) Transmission Error between Server SMTP Protocol Error Codes The following are SMTP protocol error codes given in RFC821. RFC is an Internet “standards” term meaning “Request For Comment.” RFCs are documents that define standards or proposed standard-definitions for network and Internet operation. Individual RFCs define specific aspects of network or Internet operation. When these occur, contact your network administrator. E421 <domain> Service not available, closing transmission channel. This may be a reply to any command if the service knows it must shut down. E450 Requested mail action not taken: mailbox unavailable. Example: the mailbox is busy. E451 Requested action aborted: local error in processing E452 Requested action not taken: insufficient system storage E500 E501 E502 E503 E504 E550 E551 E552 E553 E554 Syntax error, command unrecognized. This may include errors such as command line too long. Syntax error in parameters or arguments Command not implemented Bad sequence of commands Command parameter not implemented Requested action not taken: mailbox unavailable. Example: mailbox not found, no access User not local; please try <forward-path> Requested mail action aborted: exceeded storage allocation Requested action not taken: mailbox name not allowed Example: Mailbox syntax incorrect Transaction failed T.37 Option Guide: English | 99 POP3 Communication Errors There are no standard error code definitions for the POP3 protocol. Here is the format for POP3 Communication Errors. F123 F = POP3 Communication Errors 123 = three-digit SMTP error code defined by RFC. RFC is an Internet “standards” term meaning “Request For Comment”. RFCs are documents that define standards or proposed standard-definitions for network and Internet operation. Individual RFCs define specific aspects of network or Internet operation. Codes F001 F002 F010 F020 F030 F040 F050 F900 F910 F920 100 | OKIFAX 5780/5980 Text print When F001 occurs, the Number of Pages column in the Activity Report is blank. Text received but not printed When F002 occurs, the Number of Pages column in the Activity Report is blank. POP protocol USER command error POP protocol PASS command error POP protocol RETR command error POP protocol DELE command error POP protocol TOP command error Network Card I/F error TCP/IP or SMTP/POP not supported or allowed by Network Card Network Card not ready; transmission request received while Network Card is initializing (redial) F931 F932 F940 F941 F942 F950 F951 F952 F953 F954 F955 F956 FF00 E-mail cannot be received (invalid TIFF) E-mail cannot be received (other than invalid TIFF) Memory full No new mail found in manual reception Command time-out Server communication error Cannot specify address. POP GATEWAY receiving machine is using the individual address. POP GATEWAY Locations specified number is over. POP GATEWAY Subject Description Style Error POP GATEWAY Password Error POP GATEWAY Wrong Telephone Number TEXT forwarding error Mupis Command Transmission Failed or Response against Command is Invalid FF02 F980 F990 End of Maintenance Request Receiving Defective NIC ABORT (when stop instruction came from NIC) Transmission Error between Server T.37 Option Guide: English | 101 Transmission Troubleshooting Transmission fails; a communication error occurs. See if the server is down. Are the IP ADDRESS, SubNetMask and Default Gateway settings correct? Has the SMTP server been configured correctly? Has the host name been registered? If using DNS, is the DNS server address correct? If DNS is ON, some servers may cause an error. Display shows message “OPTION BOARD ERROR.” An error may have occurred at the interface between the fax machine and the network card. Turn off the fax machine. Verify that the network card is correctly installed. Turn the machine on. 102 | OKIFAX 5780/5980 I have turned MDN (or DSN) ON, but no confirmation has been returned. Both MDN and DSN are sent as text-format messages. If the TEXT PRINT setting is OFF, the confirmations will not print. MDN: If the receiving Internet Fax/e-mail client is not capable of receiving MDN, you may not get a receipt. DSN: If the receiving server does not support DSN, you may not receive any confirmation. The TIFF file I sent does not print out at the receiver. Resend the file, making sure to use Standard resolution and MH coding. If you sent the file using Ex-fine resolution or any coding mode other than MH, the receiving machine may not be able to work with the file. T.37 simple mode Internet Fax products support only the STD and FINE resolution settings and MH coding mode. Reception Troubleshooting Reception fails; a communication error occurs. Are the IP ADDRESS, SubNetMask and Default Gateway settings correct? Has the POP server been configured correctly? If using DNS, is the DNS server address correct? Have you set the USER ID correctly as registered on the POP server? Have you set the password correctly as registered on the POP server? If APOP is on, it will cause a communication error on a POP server that does not support APOP. Reception does not start. Has the POP interval been set at 0? If the TEXT PRINT setting is ON, you cannot receive messages while a print alarm (no paper, cover open, paper jam, etc.) is on. Is there sufficient free memory space? Images are stored in memory first, and cannot be received if there is not enough space. When I try to receive data manually, a warning message appears on the display. Have you registered a POP server and a USER ID? The display shows message “OPTION BOARD ERROR.” An error may have occurred at the interface between the fax machine and the network card. Turn off the fax machine. Verify that the network card is correctly installed. Turn the machine on. A communication error occurs during reception, and a report is printed out. Your machine does not support the format of the received file. T.37 Option Guide: English | 103 The same mail prints repeatedly. Is the User Function 84: DELETE POP MSG set to TYPE2? Do not use other settings unless you receive mail on a PC as well as on your fax machine. With the TYPE1 or OFF setting, you will get the same mail repeatedly if the number of messages received exceeds the maximum number that can be logged by this Internet Fax (50). If this happens, access the mail server from your PC and delete all the mail. With the mail server empty, carry out a manual reception on the Internet Fax to delete the current log stored on it. I have sent data from an e-mail client on a PC to the Internet Fax, but the reception has failed. Have you used a TIFF format supported by this Internet Fax? If only a text message has been sent, it will not print out unless the User Function 86: TEXT PRINT is set to ON. Some e-mail clients send e-mail using unusual formats which this machine cannot receive. 104 | OKIFAX 5780/5980 The fax machine prints out a large number of meaningless characters. It may be printing out Base64-encoded data. If this frequently occurs, change the User Function 86: TEXT PRINT setting to OFF. Communication errors occur, and service code F020 is given each time. The POP server password may be wrong, causing the server to return authentication errors. PDF files are not received. PDF files cannot be received. PDF files can be sent. You want a different format for the Return Receipt. To receive a Return Receipt, your machine must make a Return Receipt request. Receipt Format determines the format of the Return Receipt. Two settings are available: MDN and TEXT MDN MDN is the format specified by RFC supported by Netscape Messenger supported by Microsoft Outlook A mailer that does not recognize MDN may not display the receipt properly. TEXT Set to TEXT, your machine immediately prints the Return Receipt, when the receipt is delivered. The Message Disposition Notification (MDN) does not display all of the information about the original message. The MDN does not display all of the information about the original message. The transmission record does not display any Message Disposition Notifications (MDNs). Message Disposition Notifications (MDNs) are not shown in the transmission record. Is it necessary to set the Domain Name (User Function 91)? SMTP User Function 91, Domain Name, must be set for Email to FAX (SMTP) communications. POP User Function 91, Domain Name, does not have to be set for normal POP communications. T.37 Option Guide: English | 105 E-mail-to-Fax Troubleshooting SMTP I have sent data using the format “FAX=[telephone number]@[domain name], but it has not been delivered to the Internet Fax. You may have set the domain name (the part after @) incorrectly. Consult your Network Administrator about the correct domain entry. The Internet Fax refuses to receive data. Check the entered telephone number. Characters that can be used are: numbers, +, #, *, P or – If you have entered a telephone number longer than 40 digits, the Internet Fax will not receive the transmission. Have you registered the recipient’s domain name onto the Internet Fax? Is the format of the TIFF file you are sending supported by this Internet Fax? 106 | OKIFAX 5780/5980 I have sent a text to the Internet Fax. The Internet Fax does not forward it. If GW Forward Text is OFF, the text will not be forwarded. I have tried to forward data by FAX, but communication cannot be established. Check the fax’s telephone line settings. Make sure the settings are correct. There is a Domain Discrepancy. Verify that the domain of the mail address of the sender is programmed in User Function 91: Domain Name (of the Internet Fax). Example: The mail address of the sender is: [email protected] Using this example, there are three ways to program User Function 91: Domain Name. fax.test.com test.com com If User Function 91: Domain Name is programmed as fax.text.com Your machine will ONLY receive from that sender. com Your machine will receive from all COM domains. I didn’t receive a Relay Return Receipt. Message Disposition Notification (MDN) must be set to ON before you request a Relay Return Receipt. Your machine will automatically send a Relay Return Receipt to the sender if an error occurs during the relay transmission. T.37 Option Guide: English | 107 E-mail-to-Fax Troubleshooting POP There is a transmission error. Confirm the service code. I sent an email, but it wasn’t forwarded. Only TIFF or TEXT files are forwarded. If User Function 96: GW Forward Text is set to OFF, and the email contains only text, the email will not be forwarded. In Email to Fax (POP), the Mail Subject MUST contain a specified series of letters. Verify that this series of letters is correctly entered. Email to Fax (POP) allows a maximum of ten (10) forwarding locations. A transmission error occurs when more than ten (10) forwarding locations are requested. 108 | OKIFAX 5780/5980 I didn’t receive a Relay Return Receipt. Message Disposition Notification (MDN) must be set to ON before you request a Relay Return Receipt. Your machine will automatically send a Relay Return Receipt to the sender if an error occurs during the relay transmission. E-mail-to-Fax Troubleshooting General Received e-mails are not deleting from the server the way I want them to. Check the setting of User Function 84: Delete POP Message. This setting determines how the received e-mails are deleted from the mail server. If this user function is set to OFF, received e-mails remain on the POP until the Network Administrator deletes them. Available settings are: OFF: Do not delete mail TYPE1: Delete only the mail your fax machine can print out TYPE2: Delete all mail The default setting is TYPE2. T.37 Option Guide: English | 109 The communication logs (records) for the messages received by my fax machine are not correct. Your fax machine maintains a log of up to 50 communications. This log prevents repeat receptions of any messages that have already been read. However, if there are more than 50 messages on the server, you may experience errors. Your fax machine will receive and print e-mails, but the log will not be correct. To correct this error Have the network administrator delete the received e-mails (mail data) on the mail server. Make sure there is no mail. Activate the POP reception on your fax machine. This procedure will erase the log of the 50 previous communications. To prevent this error If automatic POP reception is carried out while there is no mail, the log will also be erased. Regularly delete the received e-mails from the mail server. Keep the number of records on the log below 50. 110 | OKIFAX 5780/5980 The headers of my Internet Faxes are not printing the way I want them to. Text Print (User Function 86) must be ON for this setting (Header Print) to be valid. Check the setting for User Function 87: Header Print. This function determines how the e-mail header is printed. Available settings are: OFF, TYPE1, and TYPE2 OFF: Header does not print. The message and any TIFF attachments print. TYPE1: SUBJECT/FROM/TO information prints. TYPE2: All header information prints. This information includes all routing and server information. The default setting is OFF. When I scan documents, my fax machine sender ID is included. Check the setting for User Function 90: Sender ID (E-Mail). Make sure it is OFF. This function determines if the sender ID is included with images scanned by the Internet Fax. Available settings are: ON or OFF. The default setting is ON. My fax machine sender ID is not included in documents I am sending. Check the setting for User Function 90: Sender ID (E-Mail). Make sure it is ON. This function determines if the sender ID is included with images scanned by the Internet Fax. Available settings are: ON or OFF. The default setting is ON. ! ! The setting for this function always applies when using Internet Fax. The setting for this function always applies when using Internet Fax. Sender ID (E-Mail) [User Function 90] is independent from Sender ID On/Off (User Function 23). Sender ID (E-Mail) [User Function 90] is independent from Sender ID On/Off (User Function 23). If you are using your fax as a scanner, turn this setting off. This prevents the sender ID data from appearing in scanned images. If you are using your fax as a scanner, turn this setting off. This prevents the sender ID data from appearing in scanned images. T.37 Option Guide: English | 111 I’ve entered the DNS name of the SMTP server, but it doesn’t work. Try entering the IP address. I’ve changed the settings for the network card (User Function 98), but the changes are not being implemented. Did you press MENU while the initialization message was displayed? Pressing MENU while the initialization message is on display (after changing the settings) will cause the machine to “lose” the setting changes and the settings will not update correctly. 112 | OKIFAX 5780/5980 My server does not support APOP, and my fax machine is experiencing communication errors Make sure the OKIVIEW 32 Setting, Use APOP, is set to OFF. This setting is available when you are using a POP server that supports APOP. With APOP, the POP password will be encrypted before it is sent. A communication error will occur if this setting is turned on when using a server which does not support APOP. Refer to “Setting Up on a Network, Using the OKILAN 7100e+ Web Page, Changing the Settings Using the Web Page.” My machine won’t receive Internet Faxes while a print alarm (e.g., no paper, cover open, paper jam) is exists. Change User Function 86, Text Print to OFF. Your machine will receive Internet Faxes while a print alarm exists. My fax machine stops receiving messages before they are completely received. Make sure that your machine has enough free memory to receive fax messages. Internet Faxes are received into memory. If too little memory is available, reception may be terminated before the complete message is received. Install an optional memory expansion kit if your Internet Fax receptions frequently terminate before completion. How do I confirm that the Internet Fax I sent was received by the person I sent it to? You must contact the person and confirm with them directly. Internet faxing can confirm receipt by the mail server (network device) the person is connected to, but nothing more. T.37 Option Guide: English | 113 Printing Troubleshooting I want to use my fax machine as a printer. When I try to install the printer driver on my Windows 2000 system, I get a warning message about authentication. Ignore this message if it appears. It will not cause any problems with the installation of the driver. I have the optional second paper tray installed. Why won’t my machine automatically pull paper from the other tray when one runs out? Verify that User Function 80, Auto Tray Switch is ON. Verify that the same size of paper is installed in both trays. Verify that the second paper tray is properly installed. 114 | OKIFAX 5780/5980 When printing over the network, my fax machine sometimes won’t print the last page. It is impossible to judge whether printing data is not being transmitted due to network delay or the end of the data stream. You can try adjust the setting of User Function 82: LAN Print T.O. to a longer interval. This time-out configuration allows the device to cancel a print job when no printing data can be found after a specified time has elapsed since the last data was submitted.